outsourcing services to virtual assistants - outsource...

Outsourcing Services To

Virtual Assistants

Created by OutsourceWorkers.com.au

How working with a virtual assistant will save you time, increase your productivity and help you become a successful entrepreneur.

http://outsourceworkers.com.au

Table OfContents1. Outsourcing In The New Economy

2. What Is A Virtual Assistant?

3. Benefits Of Hiring A Virtual Assistant

4. Tasks To Outsource To A Virtual Assistant 5. How To Work With Your Virtual Assistant

6. How To Find Your Virtual AssistantO

utsourcing Services To Virtual Assistants

CHAPTER ONE

Outsourcing In The New Economy

1


January 1, 2000 was not just another day. Days before, businesses were in panic mode concerned that the “Millennium Bug” would wreak havoc on all data storage. Although the danger was averted, no one suspected January 1, 2000 was more than just another day.

It did not just usher in a new century. Within a few years, events would transform the world and shake the foundations of the global economy.

By the time the smoke had cleared from 9/11, the 2003 Iraq War, the 2007 collapse of the equities market, global warming and the 2009 Euro Zone crisis it was very evident that the world had grown Volatile, Uncertain, Complex and Ambiguous.

The acronym VUCA was first conceptualized by the Army College in the 1990’s shortly after the End of the Cold War. With tensions easing up between the United States and Soviet Union, it was anticipated by business leaders and market analysts that the “New World” would open up more business opportunities at the global setting.

To an extent it was true as new regions for business development were explored and established. But the catalyst for change was technology. Main frames became portable desk top computers and the Internet made it possible to create a virtual bridge between regions separated by thousands of miles of ocean.

By the mid- 1990’s companies from Silicon Valley started traversing opportunities in India where comparative cost advantages and economies of scale existed as well as a rich pool of talent. The Silicon Valley technology companies not only significantly reduced their cost of business but they were able to tap into the talent resource of India.

- Chapter 1 -

Hire Virtual Assistant Services

Page 1.1

https://www.facebook.com/OutsourceWorkersAustralia/?fref=ts






https://twitter.com/OutsourceWorkAU









































































http://outsourceworkers.com.au/contact-us/


Thus, from a strategy in the 1970’s that was designed to reduce costs, outsourcing became an avenue to build strategic partnerships.

With the global economy in constant turmoil in the new millennium, businesses started to focus on strategies that would lower costs without compromising productivity. Outsourcing proved to be the double- edged sword businesses were looking for.

From 2000 to 2014, global outsourcing’s annual revenues grew from US$45.6 Billion to US$104.5 Billion. Despite the drop in annual earnings to US$88.9 Billion in 2015, it is estimated that the total value of the global outsourcing industry is US$250 Billion.

The progressive rise of outsourcing in the new millennium is testament to its effectiveness in helping businesses thrive despite economic turbulence.

Regardless of the size and scale or type of industry, outsourcing will yield benefits for your business.

An industry that has greatly benefited from the growth of outsourcing is the virtual assistance industry. In the early years of the Internet, virtual assistants were perceived as virtual secretaries or virtual personal assistants. They were tasked to handle secretarial duties such as calendar management, appointment setting, phone handling and limited communication.

But when the Internet evolved from a network connecting government agencies to a network connecting billions of computers worldwide, it opened up career opportunities for people in the virtual assistance industry. It also gave businesses with smaller outsourcing requirements a scalable means to delegate tasks and responsibilities.

- Chapter 1 -


Page 1.2

http://www.statista.com/statistics/189788/global-outsourcing-market-size/

http://www.mb.com.ph/ph-on-track-to-get-20-of-250-b-global-bpo/


















































































By 2006, websites were no longer just digitized marketing brochures. Websites became the virtual business address of many companies. The Internet had grown from 200 Million hosts in 2000 to nearly 500 million hosts in 2006. The Internet presented new avenues of business growth and ways to streamline costs.

The virtual assistance industry had expanded to accommodate new skills that were in demand by companies that wanted to streamline costs. The term “Virtual Assistant” had inter- changeable designations perhaps to fit the job description. They were referred to as “freelancers”, “home- based workers” or “telecommuters”.

In 2011, Yahoo! CEO Marissa Meyer started an experiment to address the company’s increasing level of disengagement by allocating 10% to 15% to telecommuters.

And while Meyer eventually discontinued the telecommuting program in 2013, by 2014, several of the top corporations in the United States allocated 30- 45% of their workforce to telecommuters or virtual assistants.

But the biggest benefactors of virtual assistance are the small business owners. 98% of all businesses registered globally are defined as small business. This is especially true for start- ups who have limited funding sources and access to capital. Having a Virtual Assistant on-board gives you an affordable but productive resource to help get your business off the ground.

The virtual assistance industry is expected to grow over the next few years as businesses continue to adopt mobile and flexible strategies. In 2014, the smart phone officially displaced the desk top as the preferred gadget to search the Internet with 60% of online traffic coming from mobile sources.

- Chapter 1 -


Page 1.3

http://www.pcworld.com/article/159471/evolution_internet.html#slide3

http://www.computerworld.com/article/2495497/it-careers/ceo-mayer-calls-in-all-yahoo-telecommuters.html

http://www.huffingtonpost.com/sara-sutton-fell/top-100-companies-offerin_b_4578986.html

http://smallbiztrends.com/2014/07/online-traffic-report-mobile.html


















































































By 2017, it is estimated that there will be five billion smart phones operating in the world.

It is further proof that the business environment is moving past its four walls and embracing the advantages of utilizing online channels.

South East Asia is seen to be the main hub for the virtual assistance industry. India continues to lead the region with Indonesia and the Philippines locked in a tight battle for second place. According to the popular online job community Elance, of its eight million freelancers and virtual assistants one million are from the Philippines.

Business leaders and market analysts believe VUCA is no longer just a phase. It is the condition that will define the new economy in the unforeseen future. Businesses will have to deal with VUCA from here on moving forward. The uncertain nature of the global business industry means that strategy design should move away from precision and toward flexibility and adaptability.

As business continues to be unpredictable, more companies and enterprises are expected to hedge their futures on outsourcing and its various options. The New Economy is the global business environment. There is no going back.

The Virtual Assistant may prove to be the most Valuable Asset to your business in the New Economy.

- Chapter 1 -


Page 1.4

http://www.gmanetwork.com/news/story/329766/scitech/technology/5-1-billion-mobile-phone-users-by-2017-mostly-in-asia-report

https://www.techinasia.com/philippines-freelancing-freelancer-com-competition-indonesia-india-vietnam

















































































CHAPTER TWO

What is a Virtual Assistant?

2


“Freelancers”, “Telecommuters”, “Home Based Workers”; the terminology may vary but the meaning remains the same. These are all permutations of the Virtual Assistant; people who work online from a remote location and are contracted by businesses to render service on a project or a specific job.

The virtual assistance industry has become global. It has grown by leaps and bounds as more businesses look for more efficient means of managing its various tasks and responsibilities.

Many 9 to 5 employees have made the switch from a regular office job to virtual assistance because of its benefits to their career. Among these benefits are as follows:

1. Better income

A Virtual Assistant can handle as many clients as his schedule would allow. On the average, a Virtual Assistant will manage three to four clients every month.

Depending on the terms of the working arrangement with the client, a Virtual Assistant can earn much more than a regular office employee. He also controls his rate per hour.

As the Virtual Assistant gains experience, earns more references and recommendations, he can increase the rate charged to clients.

2. Opportunity to work from home

Perhaps the initial allure for people who switch careers to virtual assistance work is the opportunity to work from home.

- Chapter 2 -


Page 2.1


















































































Virtual assistance after all had its origins when people got laid- off or had to stay home to watch over their children. Working from home gave the unemployed a means to earn money while raising a family.

Working from home also means having fewer expenses compared to a regular office worker.

3. Own the work schedule

A Virtual Assistant manages his own work schedule. He can be selective of clients and accept work that not only pays well but fits his schedule.

This is an important benefit for virtual assistants who have families. They can create a schedule that will allow them to generate income and spend time with their children.

Can anyone become a Virtual Assistant? Yes. All you need is a computer and Internet connection. There are no regulating agencies, certifications or licenses needed to become a Virtual Assistant.

Thus, the challenge lies in qualifying the best Virtual Assistant for your business.

- Chapter 2 -


Page 2.2


















































































What qualities should you look for in a Virtual Assistant?

1. Experience

Virtual assistance experience is a good quality to have. But the experience of having to work with other people or for clients is more valuable.

As mentioned, many regular office workers have made the transition to the virtual world. Look for candidates who have at least one year experience working in an office environment. These are the ones who know what it is like to collaborate, take instruction and comply with deadlines in a controlled setting.

They have also probably undergone additional training to shore up their basic work skills. 2. Punctual

Time is a valuable commodity in business. Every second lost can never be regained and these could accumulate to become opportunity cost.

Look for virtual assistants who value time as much as you do. They are on- time for their shift and are consistent in meeting deadlines or turnaround schedules.

Virtual assistants are usually paid- per- productive hour. So if your Virtual Assistant is frequently tardy, chances are he does not even care about his own enterprise and is irresponsible.

- Chapter 2 -


Page 2.3


















































































3. Responsible

Virtual assistants are self- employed; they own a business which offers virtual assistance services. The best candidates are those who want to grow their business as much as you want to grow yours.

They view each and every client as important for them to build their portfolio and reputation. They will work to ensure their skills will contribute to the success of your business.

Virtual assistants who think of their occupation as a “profession” and not just as a “job” will manage the scope of responsibilities as if it were for his company. 4. Detail Oriented

When you are working in the virtual world and logistics make it impossible for same space collaboration, attention to detail becomes very important.

Business- owners and entrepreneurs hire virtual assistants to allocate more time to manage tasks that relate directly to the growth of the enterprise. They will not have much time to spare reviewing other people’s work.

You have to find a Virtual Assistant who is meticulous in completing his work. Mistakes are part of the job and everyone regardless of stature or accomplishments is capable to making them. But mistakes can also be costly in terms of money and opportunity.

A Virtual Assistant with a keen eye for detail can lower the risk of mistakes happening.

- Chapter 2 -


Page 2.4


















































































5. Great communication skills

Another challenge when working in the virtual world is communication. In a shared- space set up, you can have discussions any time of the day. Also there are fewer language barriers to deal with.

When you hire a Virtual Assistant, even if you have the latest project management software, communication can become an issue simply because the virtual environment creates filters. People’s attitudes change when they are online. Social media for example creates a false sense of entitlement which is why some posts become viral.

The second issue in communication is perspective and this is magnified when you hire a Virtual Assistant from a remote location such as the Philippines and India where social and cultural nuances exist.

When selecting a Virtual Assistant, take great effort in ensuring the candidate has exemplary communication skills. Even if he is from another region he should be able to articulate his thoughts, ideas and find ways to bridge perspectives.

6. Accessible

The ideal Virtual Assistant is one who is accessible by at least two points of contact:

E- mailMobileSkype Social media platform

Most importantly, if he is not available or if time zone differentials exist, he should get back to you within 24 hours.

- Chapter 2 -


Page 2.5


















































































As mentioned, communication is very important in business. Instructions that are not carried away within an appreciable time- period could result in business or opportunity costs.

7. Pro Active

Even if your business is borne out of your experience and expertise, it is always possible to have oversights. This is especially true in areas of your business which do not belong under your core competencies.

A pro active Virtual Assistant is one who will not stay silent after he identifies a potential problem in your business. He will address the matter to you in a very professional manner. He will find evidence to support his findings and send these to you through a courtesy e-mail.

It is not out of arrogance or a superiority complex that makes a Virtual Assistant pro active. It is merely a show of concern for your business as his client.

8. Humble

When you are in close collaboration, there will always be exchanges in opinion. The best Virtual Assistant is one who will value criticism as an advice to improve his job performance.

He understands that expectations will vary from client to client and he will not take criticisms or comments personally. He respects the client as the expert in the business and as a strategic partner in the arrangement.

If the situation was different and he had to offer feedback for the client, he would do so respectfully, with courtesy and with a sincere intent to make the business perform better.

- Chapter 2 -


Page 2.6


















































































9. Team Player

A Virtual Assistant who views himself as part of a team understands that it takes collective effort to make the business succeed. He will do his part and work to make a significant contribution to help the team meet its goals and objectives.

If he is part of a virtual team, he will do what he can to keep everyone motivated and focused on the task at hand. If someone falls ill and cannot fulfil his shift, he will work with the team to ensure work remains uninterrupted.

A team player sacrifices his interest for the benefit of the organization.

10. Competent

You do not have to look for a Virtual Assistant who has mastered all the project management tools available online. Or search for a candidate who receives the highest number of recommendations or referrals.

You just need a Virtual Assistant who is competent in basic office skills. These include:

E- mail managementOnline navigationMS OfficePhone handlingFiling/ OrganizationGood English proficiency in writing/ speaking

- Chapter 2 -


Page 2.6


















































































He should also be well- versed in at least one program for the following functions:

Project managementFile- SharingCommunication

Having a Virtual Assistant on- board can take your business to the next level. The US companies that integrated virtual assistants in their workforce saved $1,900 per head on compensation costs, increased productivity by 13% and greatly reduced employee turnover.

All of these qualities can be summed up into the “Golden Rule” for choosing a Virtual Assistant: Choose a candidate that you strongly believe you can comfortably work with every day. It may take awhile to find the perfect- fit Virtual Assistant for your business.

But the time and effort will be worth it.

- Chapter 2 -


Page 2.7

















































































“You have to pay an admin person $40 grand, so it’s saving me $40 grand – and they’re doing double the work at $7/hour

“What executives have to say about hiring a virtual assistants.

https://www.youtube.com/watch?v=NNtDeYEDOw0

Ready to hire a

Our virtual assistants are used by busy people from amazing companies all over the world.

Best of all, the cost is just $7 per hour. Yes, you can hire a virtual assistant for as low as that.

Request a consultation

Virtual Assistant?

























































































































CHAPTER THREE

The Benefits of Hiring a Virtual

Assistant

3

The world lives in a small business economy. Regardless of where you are in the world, approximately 98% of all new businesses registered are defined as “small business”. While the definition may vary from country- to- country, small business are differentiated from medium or large businesses in terms of scale.

Small businesses do not generate the same levels of revenue as large businesses simply because they do not have the capacity to scale operation. It all comes down to capitalisation. Small business enterprises have limited access to funding. Their resources are tight and they have to manage their income carefully.

Businesses that plan to scale their operation must have the assets to accommodate the expected increase in work volume. For small businesses with limited capital, outsourcing work to a Virtual Assistant is the best option.

Here are the top five benefits of hiring a Virtual Assistant for your business:

1. Streamline Costs

Despite the evolution of outsourcing as a strategic partnership, to streamline costs remains the primary reason businesses hire virtual assistants.

As a self- employed individual, a Virtual Assistant is an entrepreneur. He runs his own business which provides virtual assistance services. Thus, he is contracted to perform specific work on a project, not hired to work for the company on a full- time capacity.

- Chapter 3 -


Page 3.1

The Benefits Of Hiring a Virtual Assistant


















































































A Virtual Assistant is paid per productive hour or only for the hours worked and he is not entitled to receive benefits. As an entrepreneur himself, he is accountable for all expenses related to his virtual assistance business. This includes Internet, power, utilities and telecommunication expenses.

To have a greater understanding of the cost- savings benefit of a Virtual Assistant let us make a cost comparison with a Full- Time Employee:

A Virtual Assistant is paid $7 per hour; a Full- Time Employee is paid $20 per hour.

A Virtual Assistant is not entitled to government- mandated benefits and company benefits; a Full- Time Employee is.

The total cost of hiring a Virtual Assistant is $7 per hour; a Full- Time Employee’s total compensation is estimated at $30 per hour.

If you add incremental costs on rent, Internet, power consumption and telecommunication costs the overall expense per Full- Time Employee will average $40 to $45 per hour.

- Chapter 3 -


Page 3.2


















































































2. Increase Productivity

The second reason why small business owners hire virtual assistants is to increase productivity. Productivity is increased in three ways:

Non- essential tasks are delegated. Business owners need to maximize their time by prioritizing tasks that are related to their business’ core functions. But there are non- essential tasks that have to be attended to because these keep the business organized. Examples of these non- essential tasks are e- mail filtering, calendar management, appointment setting and keeping track of bills.If a business owner has to attend to these, he would have to re- purpose precious time away from core functions.A business owner can delegate the non- essential tasks to a Virtual Assistant so he can focus on activities that generate income for the business.

A Virtual Assistant’s income is based on productivity. When you hire a Virtual Assistant, the goals and objectives of the engagement must be identified and clearly discussed.This is because virtual assistants are paid only for hours worked and these have to correspond with the time- table set for the project. An arrangement based on productive hour ensures the business- owner gets what he pays for.

- Chapter 3 -


Page 3.3


















































































When a Virtual Assistant goes on a 30- minute break, he has to log out of the program. He is not paid to take breaks. By comparison, a Full- Time Employee is paid fixed wages. He gets paid whether he takes extended breaks or spends more time surfing the Internet than rendering actual work.

Less training time. Most virtual assistants have had prior work experience and some may have had additional training or certifications. When you hire a Virtual Assistant, you do not have to spend much time training them for the job. They already know what to do; you only have to orient them on general work guidelines and other requirements.

3. Add Flexibility

Hiring virtual assistants for your business adds flexibility to operations because they are not confined by any schedule. You can explore creative ways to manage their work schedule and improve the level of productivity of your business.

For example, if you plan to have customer support available for your business 24/7, hire virtual assistants from regions such as the Philippines and India where time zone differentials exist.

You can schedule virtual assistants to manage customer support after office hours. This way, all customer queries, concerns and issues can be addressed right away.

4. Skill Specialisation

The Virtual Assistant has come a long way from the days of performing secretarial and personal assistant tasks. Today’s Virtual Assistant has more specialised skills.

- Chapter 3 -


Page 3.4


















































































For example, you plan to implement a marketing and promotional program for your business but you do not have the experience or expertise. You can easily find a Virtual Assistant with experience in digital marketing.

He can conceptualise the campaign strategy and assemble the skills necessary to execute it. As business owner, you should be updated on the status of the campaign but you will have peace of mind knowing that the marketing and promotional program is running under more capable hands.

5. Reduce Stress

One of the popular descriptions of an entrepreneur or a small business owner is they do not have a concept of time.

It is an interesting conundrum because most people become entrepreneurs to escape the monotony of a 9 to 5 grind but end up putting in 14 hour work days seven days a week.

Unfortunately, their relentless pursuit for success can become counter- productive for business. Even entrepreneurs are subject to “The Law of Diminishing Returns”; an incremental unit of effort you put in will only result in fewer returns.

Stress levels rise and health suffers. Before they know it, they are spending more time with their doctor than the business.

With a Virtual Assistant, you can allocate time for much needed rest and relaxation. Getting enough rest is important because it helps recharge the mind, body and spirit. By the time you get back to work, you will see things clearer and find your productivity increasing.

- Chapter 3 -


Page 3.5


















































































These are just five immediate benefits you will realise when you hire a Virtual Assistant. For sure, you will uncover more benefits as you collaborate more frequently with your Virtual Assistant.

With his ability to reduce costs and contribute to your revenue generation goals, the Virtual Assistant is clearly the best option for your business.

- Chapter 3 -


Page 3.6

















































































CHAPTER FOUR

Tasks To Outsource To A Virtual

Assistant

4

Tasks To Outsource To A Virtual Assistant

Entrepreneurs are risk takers by nature. They want to be in the driver’s seat and chart the course to entrepreneurial success. But despite their knowledge, experience and business skills they cannot do everything that is required to run an enterprise.

And they shouldn’t because their time is best allocated to managing functions that relate directly to income generation. Second, even if he is competent in every area of the business, his proficiency level may fall short that he may not be able to manage the tasks and responsibilities accurately.

Today’s virtual assistants are of a different breed. The industry has opened up opportunities to people of various competencies to lend their talent to businesses that need diverse services.

Here is a summary of tasks you can outsource to a Virtual Assistant:

A). General Administration:

1. E- mail Filtering2. Calendar Management3. Document Filing4. CRM 5. Phone handling6. Customer Support7. Client follow up8. Data entry9. Power Point Presentation10. Personal Assistant functions

- Chapter 4 -


Page 4.1


















































































B).Telemarketing:

1. Appointment Setting2. Cold- Calling3. After- Sales Surveys4. Inbound calls

C). Digital Marketing:

1. Social Media Management2. SEO3. Content Marketing4. Blogging5. Article Writing6. E- mail marketing7. Lead Generation

D). Back Office Work:

1. General Accounting/ Bookkeeping2. Inventory Management 3. Payroll Services4. Benefits Administration5. Human Resources

E). Transcription Services:

1. Medical2. Legal3. Audio4. Academic5. Business

- Chapter 4 -


Page 4.2


















































































F). Knowledge Processing:

1. Legal Research2. Market Research3. Data Protection/ Security4. Business Development5. English Instruction6. Tutorial Services

G). Creative Processing:

1. Website Design2. Website Programming3. Graphics Design4. Animation5. Auto CAD6. Video Production

If you notice, these are also skills that are commonly delegated to outsourcing companies.

Virtual assistance is a scaled down version of outsourcing. Any business that wants to reap the benefits of outsourcing but has a smaller requirement and budget can simply hire a Virtual Assistant.

- Chapter 4 -


Page 4.3

















































































CHAPTER FIVE

How To Work With Your Virtual

Assistant

5

How To Work With Your Virtual Assistant

There are unique challenges to working with someone in the virtual world. If you have never worked with a Virtual Assistant before, it may be harder for you to adjust and find your comfort zone.

Unlike in a shared- space environment, once you adjourn after a meeting, you will still see each other within the room. You know your collaborator is sitting across your table working.

With a Virtual Assistant, once you have logged out of a meeting, it is dead silence. You know your assistant is in a remote location but there exists old beliefs of not knowing for sure if things are getting done.

In order to get past these old beliefs, you will have to re- orient your way of thinking and make the necessary adjustments to your management approach.

Here are 10 valuable tips you can use to effectively work with your Virtual Assistant:

1. Clearly establish the scope of work

Misunderstandings are bound to happen in any relationship including work engagements. In the case of virtual assistants, the incidence of misunderstandings is higher because of language and cultural barriers plus the filters created by the virtual world.

When you have selected your Virtual Assistant, take the time to clearly discuss and establish the scope of work. Your Virtual Assistant must know for sure the parameters of his job and the summary of his responsibilities.

- Chapter 5 -


Page 5.1


















































































It should be expected that at the early stages of his appointment, there will be mistakes in the conduct of work. Take it upon yourself to periodically review the performance of your Virtual Assistant and ask intermittently if he has questions or need any clarification on his set of tasks.

2. Moderate expectations

Hiring a Virtual Assistant is a major step in taking your business to the next level. You will now have the assistance you need to focus on more important functions while the rest of the business can be attended to by the Virtual Assistant.

Entrepreneurs need to understand that the Virtual Assistance is not a “cure all” formula or a “genie in the bottle”. He plays a key role in helping your organisation attain its goals but he is still just another component of your business development plan.

Moderate your expectations on the Virtual Assistant. Make sure these commensurate with your business goals and objectives. Keep an open mind on his performance and conduct periodic evaluation to determine progress.

3. Build a relationship

When you’re managing a business with someone who is located thousands of miles away, in another time zone and with distinct cultural and social nuances, building a relationship becomes crucial in forging a successful working engagement.

- Chapter 5 -


Page 5.2


















































































Make an effort to get to know your Virtual Assistant better. Even though it is a business engagement, it should never just be about business. There are personalities involved and your Virtual Assistant is probably just as curious to know who his client is.

Share your thoughts, opinions and experiences and create openings for your Virtual Assistant to come in and engage. The first step in building a relationship starts with engagement. It gives you and the Virtual Assistant an idea of each other’s perspective.

It will be easier to work together when you gain mutual respect on each other’s perspective.

4. Make effective communication a priority

Exchanging e- mails and chat messages are not enough to ensure there is no miscommunication between you and the Virtual Assistant.

In the virtual world, the closest you will have to a shared space discussion is through a live call. It is a good idea to do a pre shift call every day during the first month of the engagement. For a period of 30 minutes, go over the agenda for the day.

Discuss goals, resolve pending issues and concerns. Always ask your Virtual Assistant if he understood everything perfectly. To be sure, ask him to relay the instructions back to you.

Establish communication protocols that should be strictly followed by the Virtual Assistant.

- Chapter 5 -


Page 5.3


















































































5. Set work schedules ahead of time

Entrepreneurs often forget that a Virtual Assistant is not a full- time employee. A Virtual Assistant is likewise an entrepreneur and on average they will manage three to four other clients at one time.

If there will be changes in the current work schedule, these should be relayed to the Virtual Assistant at least one week in advance. This will give him enough time to re- work his schedule with his other commitments.

If your Virtual Assistant is from a remote location such as the Philippines or India, you should have a calendar of their special holidays especially those with religious significance. On those days, people from the Philippines and India do not work as part of the religious observance.

Keeping track of these holidays and respecting its significance, shows deep regard for their culture and will go a long way in building a trusting relationship.

6. Design an effective work flow

As the client, you’re the expert. You know exactly what needs to get done in order to get the business running. Therefore you should design an effective work flow for your Virtual Assistant to follow. Prepare a set of guidelines and instructions which clearly describes the work flow process. The guidelines should cover the different stages for the conduct of work.

- Chapter 5 -


Page 5.4


















































































For example, if you hired virtual assistants to do transcription, the work flow could be something like this:

Log- in via Time Doctor.Go to Asana and check your tasks for the day.Do to DropBox and download the audio file you are assigned to transcribe. Once you are done, upload the file to DropBox and save to the designated folder.Send an e- mail to the Administrator that a file has been uploaded to DropBox.Log- out via Time Doctor.

7. Be generous with gratitude

It doesn’t matter if you work as a Virtual Assistant or as a full- time employee in a regular office. Every person wants to be acknowledged for doing a good job.

It does not have to be in currency. Sometimes a sincere vocal acknowledgement of exemplary performance carries more value than anything monetary.

Extending gratitude helps build confidence, creates a positive work environment and prevents disengagement. It is a simple act that makes a huge impact on productivity.

Another good gesture is to remember special dates such as birthdays or Christmas. Some clients will send well- wishes or small tokens of appreciation. These actions will help build a stronger bond between you and your Virtual Assistant.

- Chapter 5 -


Page 5.5


















































































8. Respect the Learning Curve

A common mistake clients make when they outsource services is to expect high- impact results right off the starting blocks.

For example, if they outsource telemarketing services and the benchmark number of sales is two per day, they expect the agents to hit this target from day one. If not, they get disappointed and initiate moves to replace the current roster of agents.

The client fails to understand that outsourcing is all about building businesses. It takes time to get things running smoothly. Agents have to deal with their individual learning curves and only consistency can make it slope.

This applies to virtual assistants as well. It doesn’t matter how tenured your Virtual Assistant is. He will have to contend with his learning curve. Remember tip #2, “Moderate Expectations”. Instead of pressuring your Virtual Assistant, work with him to get his learning curve to manageable levels.

9. Allow your Virtual Assistant “to work”

Close collaboration is a key element in a virtual assistance arrangement but at the same time, you should not hover over your Virtual Assistant as he works.

If you constantly check up on him, it will create the impression that you are not confident of his abilities to get the job done right. There are also online tools that allow you to track work such as TimeDoctor.

Instead of interrupting your Virtual Assistant while he works, encourage him to get in touch with you is he has any questions. Another effective strategy would be to include a 30 minute post- shift call to review the work that has been turned in and discuss pending issues.

- Chapter 5 -


Page 5.6


















































































10. Get your Virtual Assistant involved

Most virtual assistants are highly experienced. Many have had project management experience in different industries. They have encountered their fair share of situations and found ways to resolve them.

A Virtual Assistant can be a valuable resource for advice on managing your business. Also, because he is not emotionally attached to your business, he will see it from a different filter; one without biases.

Encourage your Virtual Assistant to get involved with your business. At least once a month, schedule a Process Improvement session whereby you discuss the current performance of the business. Make sure to present figures and statistics from reliable analytics as the bases for the performance review.

Invite your Virtual Assistant to share his views, ideas and opinions on current performance and inputs on how to improve the figures for the following month.

It may take some time to overcome old beliefs and habits but eventually you should arrive at a comfort zone when working with a Virtual Assistant.

You will realise that working with a Virtual Assistant is both a rewarding and enriching experience.

- Chapter 5 -


Page 5.7

















































































CHAPTER SIX

How To Find Your Virtual Assistant.

6


In line with the growth of the virtual assistance industry came forth the proliferation of online job communities that connected clients with service providers.

Providers of virtual assistance services may either be freelancers or agencies. A freelancer is an individual who offers his services to multiple clients. He is self- employed and manages all facets of his virtual assistance business.

An agency is a formally organised business that provides a specific service. In the case of virtual assistance, the agency qualifies several virtual assistants and places them under contract to render services to its clients. The virtual assistants come from different backgrounds and have diverse skill sets. Any type of job that you want done, an agency can provide the right fit Virtual Assistant.

Because it is an organised business, there are more advantages to hiring virtual assistants from an agency versus hiring a freelancer.

Here are a few of the advantages when you hire a Virtual Assistant through an agency:

1. Pre qualification

Before hiring anyone for your business, you must subject all candidates to a pre- qualification process. An agency has already done this for you. The virtual assistants that an agency places under contract have a track record for providing excellent service. If you want to know for sure, an agency will gladly give you feedback from its existing clientele.

2. Quality assurance

If your freelancer does not perform to expectation, you can easily terminate the arrangement but looking for a replacement will take time. With an agency, if for some reason you are not satisfied with the performance of your Virtual Assistant, the agency can immediately find a replacement. An agency can also assign another Virtual Assistant to work for your account should your original Virtual Assistant fall ill.

- Chapter 6 -


Page 6.1


















































































3. Lower risk to your business

Even the most popular online job communities are not safe. Within the ranks of candidates lie scammers and con- artists. They assume different guises and try to deceive both prospective clients and co- freelancers of money and property. With an agency, the pre- qualification process guarantees that you will not be dealing with scammers.

4. Wider range of services

If you are looking for a Virtual Assistant who can design and oversee your digital marketing campaign, the agency can provide other skills that would support your original endeavour. For digital marketing, they can find you virtual assistants who can do social media management, SEO, content writing and graphics design.

5. Keep track of performance

An agency can provide you with statistics and other figures to track the performance of your Virtual Assistant. These reports will help you determine the areas that need improvement or if there are facets of the business the Virtual Assistant has not fully- understood.

And don’t assume working with an agency will be more expensive! The advantage of hiring a Virtual Assistant from an agency is having economies of scale. They have the resources, the numbers and the manpower to provide you with the best virtual assistants in the industry at the most competitive rates.

If you’re interested to learn more on how our virtual assistants can help build your business in the New Economy and the services we offer, please visit our website at http://outsourceworkers.com.au/.

- Chapter 6 -


Page 6.2

http://outsourceworkers.com.au/

















































































Ready to hire a

Our virtual assistants are used by busy people from amazing companies all over the world.

Best of all, the cost is just $7 per hour. Yes, you can hire a virtual assistant for as low as that.

Request a consultation

Virtual Assistant?

























































































































outsourcing services to virtual assistants - outsource...

Documents